Administrator

and Fire Reform (Scotland) Act 2012, sets out the functions of the Police Investigations & Review
Commissioner (PIRC). These are to review the manner in which policing bodies in Scotland
deal with complaints and also to conduct investigations into particular kinds of incidents involving
the police. The types of investigation which the PIRC may carry out are specified in the 2006
Act, as amended.
The PIRC is a Non-Departmental Public Body (NDPB) sponsored by the Scottish Government.
The organisation is led by the Commissioner, Laura Paton, who is supported by the Director of
Operations, and supported by a team of staff, based in Hamilton.

As an Administrator, reporting to the Senior Administrator, you will provide support to the Reviews and Investigations team. This role encompasses a wide variety of tasks which require excellent, accurate typing, including audio, and administrative skills.

• Deal with telephone and email enquiries that are often complex, challenging and difficult in nature.
• Accurately enter, update, and maintain information on a range of systems and databases, ensuring a high level of accuracy, attention to detail and data quality

• Be proficient in Microsoft Office Suite (Word, Excel, PowerPoint) to producecorrespondence, reports, spreadsheets and presentations to a professional standard.
• Maintain accurate and well organised electronic and paper records, ensuring informationis logged correctly and readily accessible.
• Format and issue Investigation reports ensuring consistency, accuracy, and compliance

• Assist in the regular audits of the case management system and produce various statistical reports, liaising with the Data Analyst where required.
• Maintain filing systems, organise and store paperwork, documents and computer-based information, in accordance with our records management policy and ensure that data security and confidentiality is maintained at all times
• Take responsibility for logging and retention of PIRC productions, and ensure that data security and confidentiality is maintained at all times
• Order and maintain stationery and equipment supplies
• Provide administrative support to meetings, including preparing statistics, taking accurate minutes, and circulating actions
• Monitor and manage various shared mailboxes, ensuring correspondence is reviewed and actioned promptly and appropriately
• Work to tight deadlines whilst managing competing priorities, ensuring accuracy and quality are maintained at all times
• Undertake any other task as directed by the Commissioner or Line Manager in line with pursuance of PIRC objectives.

Experience
• Minimum of 2 years’ experience working in an administrative role
• An understanding of IT systems, including Microsoft Office (Word, Excel, Outlook and PowerPoint)
• Experience of working effectively in a role where working independently and contributing to team success are equally important.
• Proven experience in maintaining good working relationships with internal and external customers
• Experience of working with Case Management Systems (CMS) or similar structured databases
• Experience in implementing, and following administration systems and processes for managing documents, records and data accurately
• Experience in diary management, organising meetings and taking accurate and comprehensive minutes
• Experience of working to deadlines and managing competing administrative priorities
• Proven experience of producing accurate work in a role requiring high attention to detail
• Proven ability to handle confidential information with discretion and professionalism.
• Ability to remain professional, calm, and organised when dealing with challenging or sensitive situations
• Desirable – administration qualification or evidence of continuous personal development gained in a similar role.
• Desirable – knowledge or experience of using Power Query

Behaviours
Communicating and Influencing – Level 1
Working together – Level 1
Making a quality service  Level 1
Delivering at pace – Level 1